Sr. Academic Program Coordinator

The Department of Computer Science is seeking a Sr. Academic Program Coordinator who will be responsible for providing administrative support for the PhD program. The position will support the graduate academic team with activities related to student services, admissions, data management, payroll, PhD appointment letters, special events, student enrollment, conferral processing, and other areas as needed.

Specific Duties & Responsibilities

Student & Program Support

• Respond to prospective student and applicant inquiries.
• Access student application data and provide reports for CS faculty admissions review.
• Process applicant admissions offer including online application updates and acceptance letters.
• Support PhD Academic Program Manager in planning and organizing virtual and in-person visits for prospective PhD students. Responsibilities may include and are not limited to contacting invited students, assisting with travel and accommodations, making campus room reservations, coordinating schedules, ordering food, tracking expenses, organizing student volunteers.
• Plan, organize, and assist with the execution of new student orientation sessions.
• Manage updates to the student database and PhD listserv.
• Assist with issuing PhD appointment letters and tracking assigned student hours and activity.
• Schedule Graduate Board Oral Exams, corresponding with faculty regarding their availability and communicating event details to participants in coordination with PhD Academic Program Manager.
• File student projects and track degree requirement completion.
• Assist with scheduling and announcements related to student defenses.
• Coordinate graduate student annual review process under the guidance of the Director of Graduate Studies and PhD Academic Program Manager.
• Work with the Office of the Registrar to settle student enrollment issues including facilitating changes in student status.
• Assist with student conferral process, to include data entry and uploading degree requirement documentation into SIS.
• Participate in WSE PhD Hooding ceremony and other commencement events.
• Maintain web page content specific to the graduate academic programs as needed.
• Assist with the organization and execution of PhD Happy Hour and Mentor Hour events.
• Send notification emails to PhD student body regarding job opportunities and campus events.
• Assist with the organization and assignment of PhD seating and workspaces.
• organization and assignment of PhD seating and workspaces.

Financial

• Communicate with finance team and faculty regarding PhD student funding and make updates to funding spreadsheets.
• Initiate actions in SAP for student payroll, adhering to posted deadlines.
• Assist with, and eventually become the primary person to input DGA entries.
• Collaborate with students, advisors, and Student Accounts to resolve financial and advising holds on student accounts.
• Coordinate PhD student travel and purchases through the JHU travel program.
• Review monthly and reconcile all charges on the departmental central bill travel card.

General

• Order food, supplies and manage communications for special events in partnership with graduate Academic Program Managers.
• Provide administrative support to the Master's and undergraduate degree program academic team as needed.
• Other administrative office-related tasks as needed.

Special Knowledge, Skill & Abilities

• Strong organizational, administrative, and problem-solving skills and attention to detail.
• Excellent customer service skills and ability to interact effectively with students, faculty, academic officials, and staff.
• Excellent written and oral communication skills.
• Ability to multitask and manage multiple priorities as well as an ability to respond quickly to changing needs and balance competing responsibilities.
• Ability to utilize academic databases and admissions systems.
• Ability to manage, organize and analyze datasets of student and programmatic information.
• Creativity, good judgment, organizational skills, attention to detail, and ability to problem solve.
• Must be independent, professional, approachable, and team oriented.
• Understanding of maintaining sensitive data and adhering to FERPA regulations.
• Proficiency of PC-based software applications such as Microsoft Word, Excel, Outlook, and PowerPoint.
• Familiarity with DGA, SIS, SAP, SLATE and WordPress are preferred but not required.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative/academic experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor's Degree.
• Excellent organizational, analytical, interpersonal, oral, and written communication skills.
• Ability to work independently.

Classified Title: Sr. Academic Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status:Non-Exempt
Location:Hybrid/Homewood Campus
Department name: Computer Science-PhD/Postdocs
Personnel area: Whiting School of Engineering